Topic outline

  • Portfolio Files

  • Overview of Meetings

    Meeting Schedule / Quick Guide

    Orientation Meetings: For PL-1's and their mentors to meet in the first few months of internship. (Only occurs one time, in first year of residency)

    • Get to know each other
    • Review contents of portfolio together
    • Set up convenient future meetings 

    Biannual Meetings: Residents and Mentors will each receive an automatic evaluation in November-December and again in May-June to remind each person that a meeting is due. Please try to meet within those time frames. 

    • Residents prepare for each meeting by using the Portfolio Guide here on ResidentBook
    • Residents will also complete the Guide as a self-evaluation on MedHub (it will be sent automatically) 
      • The Self-evaluation provides you with valuable reflection questions that will help make your mentor meeting more high yield. 
    • Faculty will review the resident's portfolio and evaluations before each meeting 
    • Faculty will complete their evaluation after the meeting has been completed

  • Parts of My Portfolio

    A guide to components of the portfolio and the requirements.

    Individualized Learning Plan (ILP) & Individualized Curriculum Worksheet (ICW)

    Both the ILP and Individualized Curriculum are required by the ACGME.  

    1. Individualized Learning Plan (ILP) and Goals & Objectives in Med Hub  The goal is to help you create your personal plan for learning and professional development.  You will document these in Med Hub.  This must be updated each year.  

    2. Individualized Curriculum Worksheet (ICW): In 2013, the ACGME required that all residents must be offered a minimum of 6 educational units (ie: blocks) of an individualized curriculum, shaped by each resident's unique learning goals and career plans.  We at CNMC have been doing this for years!  So, no real extra work on your part other than completing this Individualized Curriculum Worksheet, reviewing it at each Portfolio Advisor Meeting, and updating it annually.  Then, upload into MedHub to complete your Promotion Checklist requirement each year.  A Community Health Track example is here, a Primary Care Track example is here, and a Categorical Track example is here.  

    Evaluations

    These are not stored in your portfolio. However:  Review, reflection, and completion of evaluations in the system is required before every meeting with your portfolio advisor. Teaching evaluations done in distinct settings that are completed on paper may be uploaded separately in your portfolio. You must review those documents should they apply to you. 

    Structured Clinical Observations (SCO's)

    These on-the-fly evaluations are designed to allow supervising residents or attendings a quick tool to evaluate one portion of a patient interaction. You are required to complete at least 4 SCO's per academic year. SCO's can be completed from within MedHub as an on-fly-evaluation, or on paper by printing a blank SCO form. If you choose the blank paper SCO form, it must be scanned and uploaded to your portfolio (Click here to find General Instructions for uploading to MedHub). 

    1. SCO's in MedHub

    MedHubSCO shot

    2. SCO pdf : download here; find scanning software for your smartphone that can streamline document management. 

    Android

    iOS

    In-Training Exam (ITE). 

    This exam is created every year by the American Board of Pediatrics. The purpose is to gauge resident's pediatric knowledge base and predict board passage rates. You will complete one exam every year in July. Scores are typically available in the Fall. When the scores are released there will be an interpretation posted to assist you and your mentors with discussing your results. Of note, the ABP changed the scoring system in 2013 such that a passing score is 180, and maximum score is 300.  See above documents for a more detailed explanation.

    Procedure Log:  

    This is list of procedures that you are required to demonstrate proficiency in by the end of your residency.

    WHY?

    • Because you need to document competence to graduate,
    • Because future employers may request it for credentialing purposes,
    • Because it's required by regulatory bodies for the program to maintain accreditation,
    • Because we want to provide the best care for our patients.

     Aisha Davis produced a detailed guide to completing your procedures on MedHub. This system has vastly improved procedure tracking over the ACGME procedure log in that it allows for residents to identify a supervising provider for the procedure. The supervisor has the opportunity to provide feedback within the procedure log! Refer to the procedure log guide for more information!

     

    Continuity Clinic / Patient Log.

    The ACGME requires that residents and their programs provide proof of sufficient outpatient experience. Residents must average a minimum number of patients per outpatient session ( 1 session = 1/2 day = the regular continuity clinic session). The number depends on training level.

    • PL-1 :  3
    • PL-2:   4
    • PL-3:   5

     You can create your patient log manually by tracking your patients during each continuity clinic session. The template you should use is here. Screenshot is below.  It is advised that you keep this somewhere easily accessible so you can update it at the end of each continuity clinic.

    In clinics with an Electronic Health Record, you may be able to create your patient log with the  E.H.R.  Of note, these logs must then be edited to meet the template standards included in See below the instructions for creating logs for eCW and Vitera Intergy.

    You must upload your continuity clinic log once per year, and you must specifically list in the "notes" section how many clinics you have logged, and your average # of patients seen per session.  See the step by step instructions here

     Evidence Based Medicine

    By the end of residency, you should be able to demonstrate comfort with how to search online databases for evidence based medicine reviews. You are required to complete a EBM journal club work-sheet that satisfies this requirement. It can be used in the following settings where Journal Clubs take place: noon conference, pre-clinic conference, or attending teaching conference led by ward seniors. This requirement should be fulfilled yearly. (3 total for residency)  When completed, simply upload the sheet to your portfolio under the drop down option "Evidence Based Medicine” (Click hereto find General Instructions for uploading to MedHub).

     

    REACH

     Upload the following REACH documents to your portfolio once per year. For PL-2s, upload your REACH Progress Report. For PL-3s, upload your REACH poster and abstract. (Click hereto find General Instructions for uploading to MedHub)

     

    QI Requirement

    There are several ways to complete this requirement.  

    • During Outpatient Clinic: Completion of a QI project during your senior PL-2 or PL-3 months in outpatient clinic, whether it is CHC or the Foggy Bottom Primary Care site. Your rotation director for those sites will coordinate completion of the project, which must include a minimum of one PDSA cycle. Click here for more information about QI Projects and PDSA cycles. Examples of past QI projects will be available soon. 
    • Your REACH Project: If you REACH project includes a QI focus, it may fulfill this requirement. Check with your project mentor to verify.
    • Membership on a MultiDisciplinary Institutional QI Committee: Examples of this include M&M committee. 

    You must document the option which fulfills the requirement on your portfolio in MedHub using the "Quality Improvement Project" entry from the drop down menu. 

    Did you know..... QI projects and their completion are new requirement for maintenance of certification (MOC) for board certification. This means that once you've passed your pediatric boards, you will be required to complete a QI project as an attending provider 7 years after you have passed the boards. See the ABP website for more information.



    Referral Feedback Form 

    Complete the Referral Feedback Form under "Teaching Resources" on ResidentBook. These should be completed during continuity clinic with your continuity clinic preceptor regarding appropriate referral to subspecialists and follow up. Two should be completed each year.


  • What is a Portfolio?

       Portfolio Guide FAQ’s

     What is a portfolio? A portfolio is a catalogue of your growth during residency.  Just like an artist’s portfolio showcases select pieces, your portfolio will contain select examples of your accomplishments from residency training.  The CNMC residency provides a centralized location in the MedHub system where you can store these examples.  You will ultimately transfer your entries directly into a CV as you prepare for job applications or fellowship training.

    Why a portfolio? If well maintained, a portfolio provides evidence that you’ve completed key steps in your professional development. In many cases, your portfolio is easily converted to a polished curriculum vitae that you can quickly put together for job interviews or fellowship applications. Later in your career, a well maintained portfolio is a key part of building your educational portfolio that you will need for promotion in an academic medical center.

     Does it take a lot of time? No! Some parts of the portfolio are auto-populated, and other parts can quickly be maintained by simple entries into the MedHub interface. These entries allow you to attach documentation, files, weblinks, or simple notes to your Resident Portfolio.

     

    How do I get started? MedHub has a portfolio tab right on your home screen. Start by visiting this page. Using a drop down menu, you can add entries as you complete them.

     What are the necessary components of the resident portfolio? A quick checklist is available for you to make sure you have the right components added to your portfolio. (see insert) This checklist is for your reference. Every 6 months, you’ll receive an automated self-evaluation that will walk you through the necessary components that need to be added prior to your meeting with your portfolio advisor. The self evaluation includes some reflection questions that will help you think about your portfolio so that you get the most out of your advisor meeting. Do you need more information about the components listed in the graphic? Just click on the component and you’ll be linked to the resource page or content to help you complete or update that part of your portfolio.

     How do I keep it updated? If you forget or don’t have time, you’ll be reminded every 6 months to update your portfolio and reflect on your accomplishments with a self evaluation. After you fill out this evaluation, you will review the results with your mentor at your biannual meeting.

     

     

     

     

     

  • Resident Worksheet

    Portfolio Worksheet

    This is a preview of the self-evaluation you will be sent twice per year through the MedHub evaluation system.  Please use this as a reference for completing your portfolio. The self-evaluation MUST BE COMPLETED PRIOR to your meeting with your advisor so that you can review your answers with them during the meeting. Completion includes answers to the sub-questions and require some reflection on the items in your portfolio. You should simultaneously review your Portfolio entries to be sure they are up to date. Each bullet has the ACGME Core Competencies in parentheses to assist you. If you have comments/feedback on the portfolio process or system, please address them to Ed Sepe, Associate Program Director in the Primary Care Track (esepe@cnmc.org). 

     

    • I reviewed all my evaluations that were available (via MedHub). (Patient Care)
      • What strengths have you demonstrated on these evaluations?
      • What areas need more development / attention?
    • I reviewed / updated my procedure log. (Patient Care
      • What procedures are deficient? How can you obtain more experience in those procedures?
      • Are procedures going to be a key component in your future career / fellowship?
        • If so, are there additional procedures or experiences you might arrange to enhance your CV?

     

    1. What topical areas are experiential strengths? I.e. what have you seen a lot of ?
    2. What topical areas[CS1]  are experiential weaknesses? I.e. what have you seen very little of?
    3. How will you fill experiential weaknesses?

     

    1. What topical areas are strong in your knowledge base?
    2. What topical areas need more attention in your knowledge base?
    3. How will you prepare for board review based on your in-training exam score?
    1. Have I made progress in meeting my individualized learning plan?
    2. How are you engaged in lifelong learning?
    • I have obtained SCOs to be uploaded and reviewed my performance. (Communication Skills)
    1. What areas are strong and which need work in your interactions with patients/families?
    • REACH project (if applicable) in process. (choose competency that applies most closely to your topic)
    1. I've attached my REACH proposal and any related summative documents.
    2. What progress are you making?  Have you encountered any major obstacles?
    3. All scholarly work products from my REACH time are uploaded[CS2] .

     

    • QI requirement / project: (Systems-based practice & improvement
    1. I need help developing a QI project. I'm interested in the following areas related to QI:
    2. I have ideas for QI; here they are:
    3. I have completed a QI project and uploaded it to my portfolio.
    4. I'm involved in the following multidisciplinary institutional committee that fulfills this requirement:


    • I reviewed evaluations of my own teaching and have stored / uploaded copies of formal presentations I have given (Communication Skills)
    1. What strengths have you demonstrated on these evaluations?
    2. What areas need more development / attention?
    • I have provided annual documentation of attendance and/or worksheets from EBM Conferences and/or Journal Club presentations.
    • I have completed two Referral Feedback Forms with my continuity clinic preceptor

  • Forum & Feedback